Case Studies
Kensho Pilates: Creating breathing space for the business to grow
Running a boutique Pilates studio meant Kensho’s owner was often handling member administration in the evenings and on weekends. Renewals, pauses, cancellations and session rollovers created a constant mental load, while direct member messages interrupted her day. She engaged The Outsource Boutique for five hours of administrative support per month.
Taking the pressure off
We took over routine membership enquiries and helped establish clearer communication boundaries. The studio’s member app offered both SMS and email. We switched off the SMS feature and gave members straightforward guidance: if running late, come along; if unable to attend, cancel through the app under the studio’s existing cancellation policy.
For membership queries, members could continue using the app’s email function, with our administration team responding within 48 hours. This helped redirect enquiries away from the owner and considerably reduced interruptions.
Making room for an idea to happen
With the administration under control, the owner had breathing space to revisit something she had long wanted to implement: a regular newsletter for her substantial subscriber database. She already had useful blogs and social media content covering Pilates benefits, studio activities and words of wisdom. What she needed was a practical plan to turn those resources into consistent communication.
In a separate project, TOB designed a newsletter template in MailerLite and developed a 12-month content schedule for one email each week, repurposing her existing material. Her offshore virtual assistant produces the finished emails using that framework. TOB provided the strategy, structure and template to support ongoing delivery.
From an unfinished idea to a weekly routine
Ten months into our administration support, and approximately six months into the newsletter program, an email now goes out every week.
The owner has expressed relief at finally putting a longstanding marketing idea into action. She has also reported signups for her recent 28-day Spring Cleanse program coming through the newsletters.
As the current content plan approaches its end, the next step is to review new blogs and other material and build the following year’s schedule.
For Kensho Pilates, a modest monthly support arrangement helped reduce after-hours administration and interruptions—creating room for a separate marketing project that is now supporting program enrolments.
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